Pickup Coordinator Jobs in Indiana (NOW HIRING)

ABOUT HATCH

HATCH is a nutrition-focused nonprofit working to build a sustainable solution to the hunger crisis in America by connecting animal protein directly from farmers and producers to hunger relief organizations through an efficient, sustainable, and value-based model. Our work sits at the intersection of nutrition security, agriculture, food access, logistics, public-private partnership, and measurable community impact. We are growing quickly and building the systems, partnerships, and operating discipline needed to scale protein access for families across the country.

THE OPPORTUNITY

The Logistics & Operations Coordinator is a key connector across HATCH’s supply chain. You will coordinate the day-to-day work required to move orders from food bank request to producer pickup to final delivery — while keeping partners informed and ensuring every order, shipment, invoice, bill, and supporting document is accurate and visible.

This is a hands-on execution role for someone who enjoys solving real-time logistics problems, communicating across multiple stakeholders, and creating order in a scaling environment. You will work closely with food banks, producers, freight partners, Finance, Procurement, Partnerships, and HATCH leadership.

WHAT YOU'LL OWN

• Daily logistics and freight coordination

• Freight-rate requests, tenders, delivery appointments, and shipment tracking

• Accurate order entry and producer / protein-partner execution

• Food bank customer service for operational and delivery questions

• BOL, POD, invoice, bill, and order-confirmation tracking

• Delivery exceptions, discrepancies, and potential freight claims

• Weekly supply / demand planning support and operational reporting

• ERP, TMS, CRM, and shared-tracker data accuracy

• SOP documentation and practical process improvement

WHAT YOU'LL DO

Coordinate Freight and Deliveries

• Request and compare freight rates using HATCH-approved carriers and tools.

• Execute tenders and communicate pickup, delivery, and appointment requirements.

• Track shipments from pickup through delivery and maintain current ETAs.

• Monitor delivery timing, carrier reliability, and recurring service issues.

• Collect and validate BOLs, PODs, and other required shipment documentation.

• Coordinate delivery exceptions, shortages, damages, rejections, and potential freight claims.

Manage Orders and Producer Coordination

• Process incoming orders from food bank partners accurately and on time.

• Coordinate confirmed orders with producers, processors, carriers, and internal teams.

• Issue and track order confirmations, delivery requirements, and follow-up commitments.

• Maintain a current view of pending, confirmed, in-transit, delivered, and exception orders.

• Identify unusual quantities, pricing, dates, or instructions and route them for review before execution.

Deliver Strong Partner Service

• Serve as the primary day-to-day contact for operational and delivery questions from food bank partners.

• Provide proactive, accurate, and transparent communication throughout the order cycle.

• Resolve routine issues independently and escalate the right decisions with complete context and a recommendation.

• Protect partner trust by ensuring there are no preventable surprises.

Support Documentation, Finance, and Reporting

• Maintain invoice tracking, order confirmations, freight invoices, protein-partner bills, and supporting records.

• Enter and track vendor bills, verify quantities and rates, and route accurate documentation for approval.

• Work with Finance to resolve discrepancies, duplicate charges, missing records, and coding questions.

• Support weekly supply / demand planning, upcoming-load visibility, and operational reporting.

• Maintain accurate data across HATCH’s current and future ERP, TMS, CRM, finance, and shared planning tools.

Improve the Way We Work

• Identify bottlenecks, duplicate data entry, handoff gaps, and recurring errors.

• Build and improve SOPs, checklists, templates, and exception playbooks.

• Participate in testing, training, and adoption of new operational systems and workflows.

WHAT SUCCESS LOOKS LIKE

• Orders are entered accurately and executed on time.

• Active loads have a current status, ETA, owner, and required documentation.

• Food bank partners receive proactive communication and fast issue resolution.

• BOLs, PODs, invoices, and bills are complete, accurate, and connected to the correct order.

• Delivery exceptions are resolved or escalated before they become surprises.

• Weekly planning and operational reporting are current and decision-ready.

• Recurring friction is converted into better processes, SOPs, and system use.

WHAT YOU'LL BRING

Required Experience and Capabilities

• 3+ years of experience in logistics, freight coordination, operations, customer service, order management, or a related field.

• Hands-on familiarity with freight documentation and execution, including BOLs, PODs, rate requests, tenders, appointment coordination, and delivery tracking.

• Strong written and verbal communication with the ability to coordinate multiple internal and external stakeholders.

• Demonstrated accuracy in order entry, documentation, record keeping, and follow-through.

• Calm, organized problem-solving during delivery exceptions and changing priorities.

• Working proficiency with Excel and comfort learning ERP, TMS, CRM, carrier, and finance systems.

• Ability to work onsite in Carmel, Indiana, three to four days per week.

• Associate’s or bachelor’s degree in supply chain, logistics, business, operations, or equivalent relevant experience.

PREFERRED EXPERIENCE

• Food, agriculture, manufacturing, distribution, cold-chain, nonprofit, or food bank experience.

• Experience with ERP software, plus TMS or freight-rate platform.

• Power BI or other operational reporting experience.

• Basic AP, accounting, invoice-reconciliation, or vendor-bill experience.

• Experience supporting freight claims, temperature-controlled shipments, or food-safety documentation.

• Experience improving SOPs or supporting a system implementation.

COMPENSATION, BENEFITS, AND WORK ARRANGEMENT

Base Salary: $50,000–$60,000, commensurate with experience.

Benefits: Medical, dental, vision, retirement, paid time off, and other benefits subject to plan eligibility and current HATCH policies.

Location: Hybrid role based in Carmel, Indiana, with onsite work expected three to four days per week.

Schedule: Full-time. The role may occasionally need to respond to time-sensitive delivery exceptions; final coverage expectations will be discussed during the interview process.

OUR HIRING APPROACH

HATCH values mission-first judgment, dependable follow-through, clear communication, thoughtful problem-solving, and genuine care for the partners and communities we serve. We welcome candidates whose experience comes from food and agriculture, logistics, transportation, manufacturing, distribution, nonprofit organizations, customer operations, or adjacent fields.

EQUAL OPPORTUNITY

HATCH is an equal opportunity employer. Employment decisions are made without regard to race, color, religion, sex, pregnancy, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable law.